Today I saw a position within the site of one of the ministries. As you read the rules and the profile I realized that part of the requirements met. To apply was a nomination form and a curriculum format which must be filled from the most basic to academic and occupational information.
Then I went to another web page, an agency that depended on another Ministry which also published bases and the profile for a position in which part of the requirements met. I found it interesting. Also available in an application form and a curriculum format. But even though they were the same documents requested were very similar with a different order.
The question now is:
Why not standardize the documents to run for public office?
is assumed that both ministries and agencies such clerks are streamlining and reducing the flow of documents to improve their processes either to the attention of internal users and the public agency.
public entities within where I participated in projects to improve and redesign of processes, in general, there are the same documents circulating either:
- Resolutions Crafts
- Rulings
- Memoranda Forms Applications
- curriculum formats, etc.
These different data requested documents if necessary for the proper management of the various respective processes linked to each document, and others who do not support or impede the proper flow of the document to the associated process.
What is meant to standardize documents?
Standardize documents, is an upgrade option are relatively low cost, low risk and reasonable, and well implemented and used by different users comprise improved high impact (s ) organization (s). The word comes from the standard adjective meaning type, model, pattern or level, according to the Royal English Academy ( www.rae.es ) so as to standardize documents means lead to a model or pattern a series of documents.
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How standardized documents?
work is highly complex and involves a lot of man hours. To make this work you have to perform the following steps:
Understanding process or series of processes in which the document is circulating among various organizations and / or areas and / or users working with it. What is the document for the process? Who do you serve? What standards must be met? You have to do the work, together with users and process owners, legal areas, etc. Although there are certain limits that determine the participation of entities or entities which are currently difficult and slows the standardization work.
know and determine what data , which are claimed or that contains the document actually used. You must set the data useless and ask are they really necessary data? If these data are missing, incomplete or are wrong it affect the process?.
Taking separate useful data from which they are not, you have to make the comparison documents. For example, there are "trades" that contain data "type" and which are repeated from different institutions and other data that are only found associated with the specific nature and content of the document. These data "type" taking them to a new document, leaving the specific and non-standardized. There are documents that are 100% standardized, others who have a degree and others who eventually can not be standardized. That's why the comparison between documents and understand why this part of the process is of great importance.
To develop a new document with specific data type and , respecting the rules if I had, if it can be standardized.
ministries and agencies dependent should, in my opinion, coordinated to see the issue of documents. A proactive government, efficient and flexible management of information must have the same standardized documents or internal users, inter and the general public. It is certainly an issue perhaps tedious and is not clearly quantifiable benefits but involve:
- Decreases in workload for users. Decreased
- bottlenecks or excess complexity of these documents.
- decrease or improve cycle times of processes linked.
